Deployed Operations

1. Deployed Operations M-SHARP “Deployable” Planning and Execution (Version 02DEC11)

2. Purpose of M-SHARP Deployable • M-SHARP Deployable is designed to provide an Internet-detached, remote tool that allows deployed units to produce Flight Schedules, Log Flights, and Generate NAVFLIRs during deployed land and sea based operations. • M-SHARP Deployable consists of a stand alone, laptop based “Server” loaded with a single unit’s database extracted from the Global Server at NAS North Island. • The goal of Deployable implementation is to capture deployed flight execution data, and synchronize that data with the M-SHARP Global (Master) Database via SPIN file upload through the Internet (deployed NIPR). • M-SHARP Deployable is NOT designed or capable of duplicating the Global Database, thus ALL T&R and Flight Hour related reports must be run from M-SHARP Global via deployed NIPR access after each SPIN upload. • Most Important to Success = Consistent Officer Oversight: Deploying units must rely heavily on the NAVMC 3500.14C designated M-SHARP Implementation Officer to oversee the entire deployment from Pre-Deployment through Re-Deployment, to ensure informed, consistent, and efficient M-SHARP Deployable execution.

3. Deployed Operations Planning TWO Required Meetings – Pre ADVON & Pre Main Body • Pre ADVON • Alert your M-SHARP Support Representative no less than 15 days prior to your ADVON departure date to begin planning and training. • Arrange for a one hour class for your ADVON, attended by both the ADVON AND the Main Body responsible officers and NCOs to review the deployment scenario. • This meeting is also to train the ADVON M-SHARP Administrators to properly administer to ADVON personnel, transfer aircraft between deploying/re-deploying units, verify Deployable computer hardware/software configuration requirements, and NAVFLIR management during ADVON for both forward and rear echelons. • Pre Main Body • Main Body Administrators must provide timely updates to their M-SHARP Support Representative regarding any changes to the expected deployment posture, and provide M-SHARP Support with the critical “LAST MAIN BODY FLIGHT IN CONUS” which defines the Deployable Database’s final flight captured from the Global Database. • The second required meeting is for the delivery of Deployable Servers (2) and final training review for the Main Body with M-SHARP Support.

4. Deployed Operations Planning cont. • Arrange with the MAG/Squadron S-6 for Marine Corps Common Hardware Suite (MCHS) computers for your deployment. • 2 computers will be required , a Primary and a Backup Deployable Server, to support each separate deployed location (if multi-sites apply for split squadron operations). • MCHS computers obtained from the S-6 acting as Deployable Servers (above), must be ruggedized machines suited for deployed operations. • Units will need a Router, Ethernet cable, and 2 to 5 additional laptopsacting as “Clients” to create your stand-alone M-SHARP Deployable LAN. • Final Deployable Database will be run the night after the last flight by Main Body in CONUS before the deployment. • The Database takes 24 hours to run from Global, then the Deployable Servers are loaded and tested by M-SHARP Support. • Computer Delivery is 48 – 72 hours from date of last Main Body flight!

5. Deployable Hardware/Software Requirements • Hardware Suite: [Split squadron operations require one suite per deployed site.] • Servers Two Laptops to act as Primary and Back Up M-SHARP Deployable Servers; Must be of rugged or semi-rugged construction compatible with military shipboard and field usage (“Tough Book“ type is best). • Router Required to establish non-Internet connected , “M-SHARP (stand-alone) Deployable LAN”. • Clients Two to Five additional computers to act as clients of the LAN (unit defines required number). • RAM 2GB • HD Space >50 GB [Note:  M-SHARP Support must be provided with the Administrator password.] • Standard Software: [Marine unit is responsible.] • Operating System Windows XP SP3 • Internet Explorer 7+ • MS Office 2003+ • WinZip (non-evaluation version) • Acrobat Reader (current version) • Unit MUST provide an original system recovery disk for the provided computer to M-SHARP Support for the installation or re-installation of licensed software as required. M-SHARP Support will be unable to create the Deployable Server without the system recovery disk.

6. Deployable Hardware/Software Requirements cont. • M-SHARP Support Installed Software: • MS SQL – M-SHARP software language • M-SHARP Application – proprietary software • Squadron M-SHARP Database – exported from the M-SHARP Global Server • Restrictions: [For M-SHARP Server and Client computers.] • No Guardian Edge • No other unit installed software beyond “Standard Software” listed on Slide 5. • Connectivity – Stand alone remote server machine; not to be used with any other USMC, government, or commercial computer system or network. Only compatible with non-internet connected LAN. • S-6 Imaging or Cloning of M-SHARP Deployable Servers for full System Recovery • Once the M-SHARP Deployable Servers are provided to the squadron, the squadron S-6 must make an “image” of the Primary Server machine and store it on an external hard drive. It the event that the unit suffers a complete loss of one of the Server machines, this image can be loaded to another similar computer asset. Most Marine units deploy with Marine Corps Common Hardware Suite (MCHS) computers to support deployed operations. As an example, MAG-39 has IBM Lenovo Think Pad R500 machines. When an R500 machine loaded as a Server fails, the stored image from the S-6 can be used to recreate the original Server status on another compatible R500 with all the same computer specifications and hardware drivers. This the only way a deployed unit can easily recover from complete Server hardware / software failure in the field or on board ship.

7. Deployable Database Download Global Server (Single USMC Global Database) Deployable “Server” Squadron X Database file (500 MB+) Back Up “Server” “Squadron X” Squadron X’s portion of the Global database is copied as a separate file, and attached to the Squadron X Deployable and Back Up Servers (mirror images of each other in case of Primary Server hardware failure).

8. M-SHARP Deployed Utility (MSDU) The MSDU controls the 4 critical Deployable functions: • Database Management • Attaches squadron Deployable Database to the Deployable Server • SPIN Export • Synchronizes Deployable execution data with M-SHARP Global Database • Database Backup/Restore • Creates backup of the Deployable Database in case of hardware failure • MSTF Import • Allows full flight history of non-squadron Marines to be added to the Deployable Server’s Database Desktop Icon on the Deployable Server

9. Deployable Structure Deployable “Server” SPIN Files SPIN Files NIPR MSTF Files MSTF Files Global Server (Internet) If based at sea with the MEU, the Deployable Server is attached to the ship’s internal MEU LAN. (non - Internet) Email backup Back Up “Server” Router (Close-Looped LAN) (Clients - not loaded with M-SHARP) Maintenance ODO Loggers Schedulers Ops

10. Squadron Deployable File System (Supports MSDU management) File System (M-SHARP dedicated external hard Drive) The MSDU controls the 4 critical Deployable functions: • Database Management • Attaches squadron Deployable Database to the Deployable Server • S-6 Server Image file for MCHS • SPIN Export • Synchronizes Deployable execution data with M-SHARP Global Database • Database Backup/Restore • Creates backup of the Deployable Database in case of hardware failure • MSTF Import • Allows full flight history of non-squadron Marines to be added to the Deployable Server’s Database Original Database SPIN Files Backup Databases MSTF Files

11. SPIN File processing(Synchronization of Portable Instance = SPIN) Deployable “Server” SPIN Files SPIN Files NIPR Global Server (Internet) • SPIN files should be run DAILY from the MSDU, or as often as NIPR access allows, to keep the M-SHARP Global Database synchronized with the Deployable Server. • This ensures that throughout the deployment , Global reports the most accurate and up to date deployed T&R and Flight Hour execution data. • SPIN files are exported manually from the Deployable Server MSDU, and transferred to Global via deployed NIPR access to Global M-SHARP. • ALL routine T&R, SBTP, Flight Hour, Log Book, and Hotboard reports MUST BE RUN from M-SHARP Global after each successful (daily) SPIN file upload. • The Flight Schedule is the only report that should be run from the Deployable Server.

12. SPIN File Export (From Deployable Server MSDU) WARNING: Ensure the SPIN file is not encrypted by Guardian Edge or it will not upload!!! “SPIN Base Date” is the start date of how far back in time the unit wants to pull data from the Deployable Data base. The end date/time of the file is defined by exactly when the “New SPIN” button is selected.

13. SPIN File Import(To M-SHARP Global) WARNING: Ensure the SPIN file is not encrypted by Guardian Edge or it will not upload!!! Browse to the SPIN file on the NIPR computer. Select “Upload File”

14. MSTF File Processing Deployable “Server” MSTF Files MSTF Files NIPR Global Server (Internet) • The Deployed Database ONLY contains the detailed flight history for squadron aircrew, who are Permanently, Temporarily, or Augment assigned to the unit at the moment the database is downloaded from the Global Server. • ALL Marine aircrew in the entire Global Database, who are NOT part of the deploying unit, exist in the Deployable Database WITHOUT their historical flight history. Non squadron aircrew exist in the Deployable Database ONLY with their names, ranks, electronic ID, and T&R syllabi included, which will facilitate their ability to fly with the unit as “guest aircrew”. This assumes their detailed history is NOT required for one time flights with the deployed unit. [Your own squadron aircrew CANNOT be updated via MSTF. This will cause system failures.] • M-SHARP Transfer Files (MSTF) are designed to import the detailed flight history of any non-squadron aircrew from the Master Global Database, into the Deployable Database if his full flight history is required. • The Deployed Unit “exports” the MSTF from M-SHARP Global, and “imports” the MSTF into the Deployable Server via the MSDU.

15. MSTF Export(From M-SHARP Global) • Squadron aircrew CANNOT be updated via MSTF after “Deployable” operations begin with the use of SPIN file updates, as this may cause duplication of data already present on the Deployable Server. • In the above example, “Source” and “Destination” • squadrons could not both be “HMLA-369” after the 1st SPIN file. • Units sometime attempt to do so thinking that they can “update” their Deployable Server with Global data, then spend weeks or months correcting this mistake NAVFLIR by NAVFLIR. • Example here suggests that aircrew from the deployed command, MAG-40, will be contributing to HMLA-369’s Deployable. • “Create MSTF” button creates one file for each non-squadron aircrew the unit wishes to add to their Deployable Database.

16. MSTF Import(To the Deployable Server) • Browse to the MSTF file on the NIPR computer. • Select “Import MSTF”

17. Deployable Database “Backup” • In the event the Deployable Server computer suffers a hardware failure, the squadron must “Backup” the database. • A Database Backup file should be created via the MSDU every day, and stored away in a filing system that maintains the most recent 2 or 3 backup files. • The Backup Server can then be updated with the most recent Database Backup file via the MSDU “Restore Database”. This can also be used if the S-6 Server Image is used to create a new Server machine. Deployable Server File System (external hard Drive) Back Up Server

18. Database Backup – “Create Backup” • Create Back up file. • Browse to the squadron’s “file system” to save the file separate from the Deployable Server computer. File System (external hard Drive)

19. Database Backup – “Restore Backup” • When the Primary Deployable Server fails, break out the “Backup Deployable Server” computer. • From the Backup Deployable Server’s MSDU, select “Restore Backup” Database browse to the squadron’s Backup file. • In 20 to 30 minutes from Primary Deployable Server failure, the Squadron will be back up and running to full capacity. File System (external hard Drive)

20. Deployment Timeline (Land Based) 1st M-SHARP MTG Main Body Arrival ADVON Arrival Deploying Unit Re-Deploying Unit TOA -45 -30 Day 0 Squadron provides the 2 Deployable laptops to M-SHARP Support sometime between Day “-45” and “-30”. M-SHARP Support tests computers with training database to ensure hardware/software functionality. Main Body Last Fly Day Day -10 Deployable database is run by Support, and tests the initial deployed configuration. (48-72 hours prior to final Deployable Server delivery to the unit) Day - 7 2nd M-SHARP MTG Deployable Computer Delivery & Final M-SHARP Training

21. Deployment Timeline “ADVON data gap” 1st M-SHARP MTG Main Body Arrival ADVON Arrival Deploying Unit Re-Deploying Unit TOA -45 -30 Day 0 -10 Main Body Last Fly Day ( -10) -- M-SHARP Support runs 1st Deployable database. Because the Deploying unit’s ADVON has been in theater since Day - 30, all of their logged flights will be present on Global via the Re-Deploying unit’s SPIN files through TOA. This ensures that the ADVONs NAVFLIRs are accurate on Global. On Day - 10 when the Deployable database is 1st created, a gap in ADVON data will exist on the Deployable Server for any flights flown by the ADVON after Day -10 until the Main Body arrives and starts using their Deployable Server (Day 0). This gap will persist throughout the Deployment only on the Deployable Server, but not on Global, which is why all reports must be run from Global after each SPIN file upload.

22. Deployment Timeline (Land Based) Main Body Arrival ADVON Arrival Deploying Unit Re-Deploying Unit TOA Day 0 -30 ADVON / Main Body sustained actions ADVON / Main Body initial actions ADVON / Main Body final actions:

23. Deployment Timeline (Land Based) • ADVON/Main Body Initial Actions • Both Ops Chiefs email list of ADVON personnel to each other. • Both Ops Chiefs email aircraft BUNOs to be transferred to each other. • Stateside “Deploying” Ops Chief emails MSTF files for all ADVON personnel to “Re-Deploying” unit’s Ops Chief. • The Re-Deploying” unit’s Ops Chief then uploads all the Deploying unit’sMSTF files to the Re-Deploying unit’s Deployable Server in theater. • Personnel Status of both units’ ADVON remains as “Assigned to Permanent Unit.” via the Setup>Personnel>Personnel page. Do not assign the other unit’s ADVON as temporary or augments to your unit. • Both unit’s Ops Chiefs must grant Flight Logger permissions to each other’s ADVON aircrew.

24. Deployment Timeline (Land Based) • ADVON/Main Body Actions during ADVON • Deploying unit’s ADVON should have been added to the Re-Deploying unit via MSTF file transfer. • Both units must select each other’s ADVON as External Personnel. • Deploying unit does so on Global. • Re-Deploying unit does so on Deployable. • Both the Deploying and the Re-Deploying ADVON aircrew can be scheduled <<and>> log their flights as External Personnel with the gaining unit. • During aircraft swap for both units, Ops must confirm with Maintenance the exact moment of each individual aircraft turnover, and make the change in M-SHARP. • Deploying unit does so on Global. • Re-Deploying unit does so on Deployable. [Note: It is critical that the two units DO NOT transfer their respective ADVON personnel to each other by Permanent or Temporary or Augment assignment. This will change the units to which these Marines contribute their readiness value, throwing off all Current Readiness metrics. It could also prevent the Deploying unit’s initial Deployable Database from capturing their own ADVON personnel when it is created on roughly Day -10 in the timeline on Slide 20.]

25. Deployment Timeline (Land Based) • ADVON/Main Body Final Actions (after TOA) • Ops Chiefs confirm with each other that all aircraft have been properly turned over on the Setup>Aircraft and Equipment>Aircraft page. • Ops Chiefs must confirm that all personnel are properly accounted for via their Unit Rosters at Reports>Standardized Reports>Unit Roster. • Deploying unit does so on Deployable. • Re-Deploying unit does so on Global (assumes they have stopped using Deployable; i.e., no more SPINs). • No NAVFLIRs should be manually input into the Deploying unit’s Deployable Server that may have been flown by their ADVON, as it is only important that the NAVFLIR is present in Global via theRe-Deploying unit’s SPIN file process. • Any attempt to due so can corrupt the Master version of the NAVFLIR on Global via SPIN upload and create duplicate NAVFLIRs on Global and double flight hours reported to HHQ. • The Deploying unit’s ADVON personnel will be missing some flights on their Deployable computer’s database that were flown with the Re-Deploying unit after Day “-10”. This is normal (Slide 21). After TOA, ALL reports are run from Global, where all data is accurately captured for both units by following the proper ADVON procedures outlined here.

26. Deployed Operations Planning Shipboard MEU Support ICW DGSIT/COMPTUEX Workup • Pre COMPTUEX / MEUEX • Alert your M-SHARP Support Representative no less than 15 days prior to your COMPTUEX departure date to begin planning and Deployable instance configuration. • MEU Support Representative will complete configuration of one of two Deployable instances. The second (backup) will be completed in conjunction with shipboard training. • It is preferred that the first Deployable instance be returned to the unit prior to embark to ensure that the server arrives aboard the ship with the S-3 pack-up. • COMPTUEX / MEUEX //DGSIT SUPPORT • MEU Support Representative will assist Operations personnel with S-6 coordination of a dedicated IP address for M-SHARP use aboard the ship, and ensure that the computer name and other vital server ID info is not changed which would render the instance inoperable. • MEU Support Representative will conduct a full slate of operational tests on the Deployable sever, and report any problems to the MEU staff via the DGSIT team. • A new unit database will be pulled from Global M-SHARP and installed just prior to the final workup (CERTEX). This will be the final update to the MEU Deployable, and will be used for the duration of the deployment.

27. Deployment Timeline (MEU) Deployment Date At Sea Work-ups MEUEX/DGSIT Deploying Unit Day 0 -180 -> -90 -180 -> -30 Work-up sustained actions: Follow on M-SHARP Meetings with unit SMEs NLT 1 week prior to each additional at sea training periods. Squadron continues to exercise full M-SHARP Deployable operations. MEUEX/DGSIT: 1st M-SHARP Meeting NLT 2 weeks prior with squadron action officers. Squadron provides the 2 Deployable laptops to M-SHARP Support. M-SHARP Support tests computers with training database to ensure hardware / software functionality. Final Pre-Deployment actions: Final M-SHARP Meeting NLT 2 weeks prior to deployment date between M-SHARP Support and unit SMEs. Unit coordinates with M-SHARP Support to define and prepare final M-SHARP Deployable configuration.

28. MEU LAN IP Setup • Step 1: Access Control Panel • Step 2: Access Network Connections • Step 3: Access Local Area Connection • Step 4: Internet Protocol (TCP/IP) • Step 5: Enter MEU Provided IP Address • Step 6: Firewall Setting

29. Step 1: Access Control Panel

30. Step 2: Access Network Connections

31. Step 3: Access Local Area Connection

32. Step 4: Internet Protocol (TCP/IP)

33. Step 5: Enter MEU Provided IP Address Select this option. Enter IP Address provided by MEU Network Administrator.

34. Step 6: Firewall Settings • On the MEU firewall there needs to be an exception for the IP address assigned to the M-SHARP server for port 80 this will allow all other workstations to access M-SHARP. • Your MEU ACE S-6 personnel will be able to coordinate the following firewall settings through the MEU S-6.

35. Step 6: Firewall Settings cont.

36. Step 6: Firewall Settings cont.

37. Step 6: Firewall Settings cont. • Select the Exceptions Tab • Select Add Port • Give the port the Name M-SHARP and add Port number 80. • Click OK

38. More Technical Best Practices… • Hard Drive Imaging – Prior to logging any flight data on a new Deployable, have the S-6 make an image of the entire hard drive on a mobile external hard drive or DVD to facilitate a complete recovery in case of catastrophic failure. • Database Backups – Conduct frequent backups of the Deployable database via the MSDU and save them to a separate media such as an external hard drive. • Database Content – Prior to the desired data cutoff date when the unit data is pulled from M-SHARP Global, ensure that all personnel and aircraft to be attached to the deploying unit/detachment are properly transferred. • Relief in Place (RIP) – When conducting a Relief in Place, and a swap of unit aircraft is required, work closely with M-SHARP Support and Maintenance Control to ensure that the transfer of aircraft in M-SHARP mirrors that of NALCOMIS/OOMA. • Shipboard Operations/MEU LAN – Request a dedicated LAN IP address for the Deployable server be assigned to allow access to M-SHARP throughout the ship. DO NOT rename the computer during this process, or M-SHARP will cease to function.

39. “Deployable Reports” • M-SHARP Deployable is NOT designed or capable of duplicating the Global Database, thus ALL T&R and Flight Hour related reports must be run from M-SHARP Global via deployed NIPR access after each SPIN upload. • If NIPR access is limited, the Deployed unit WILL received a complete set of unit defined reports via email after each successful SPIN Upload. • Coordinate ahead of time during pre-deployment meetings with your M-SHARP Support Rep which reports you require from the Master Global Database, on a daily, weekly, or monthly bases while deployed. • “Deployable Reports” should be limited to the daily Flight Schedule and Validation reports, as these essential reports only show data that can validated only at the deployed location. • Hotboards can be functional from Deployable, but not for “career” or “FY” long term values since only the Global database is capable of capturing such information. • “Limited Focus Hotboards” can be feasible if limited to metrics that occur within the recent deployed time frame, such as “Last NVG”, “Last TERF”, “Last 30 Day TFT”. Such Hotboards should be constructed prior to the creation of the Deployed unit’s initial database.

40. Summary • M-SHARP Implementation Officer oversight is the key • Deploying with M-SHARP Deployable can be a simple and efficient process for those units that plan early, and maintain consistent leadership of that process from the earliest phases of pre-deployment planning, throughout execution, and re-deployment. • WARNING: Do not make changes to any “Main” or “Setup” menu items via internet access to M-SHARP Global while using Deployable, as this may cause SPIN files to fail from uploading due to inaccurate default data matching. • For questions, please contact M-SHARP Customer Support at: http://msharpsupport.com/techsupport.asp